IMPLEMENTATION

OF MIS

Successful Information Resource Management (IRM)

calls for the implementation of information systems, besides
their development. Implementation of information system is
an organizational change process, where the organizational
processes and procedures undergo a change as a result of
the connection with the information system. It is the
culmination of the design processes, where the system
deSigner acts as the change agent to the end-users. Successful
implementation of MIS requires user participation or user
involvement, to improve the system quality and thereby
increasing the user commitment to the system.
Implementation of MIS includes the detailed design of the
process, its validation, and thorough checking.
Organizational aspects of system
Implementation
System implementation refers to the ongOing process
of preparing the organization for incorporating the new system
and for introducing it in such a way as to ensure its successful
use. There are mainly four stages in the implementation of
MIS in an organization, such as: installing the new system,
cutting off the old system, phasing in the new system, and
ensuring parallel operation of the existing and current
systems. Step-by-step procedures for implementation of MIS
include support, test and control of MIS, where the general
and detailed system description, procedures for operation,
214 Management Information System

forms and database required, new organization structure,

required equipment and facilities etc. are specified.
The major steps involved in system implementation are:
1. Planning the Implementation Procedures
It is the first step in implementation procedure and
requires identification of implementation tasks, establishment
of relationships among these tasks, establishment of schedule,
preparation of cost schedules, and establishment of reporting
and control system.
(i) Identification of implementation tasks: The
major implementation tasks are: Planning of implementation
activities, acquiring and laying out facilities and offices,
organizing the personal for implementation, developing
procedures for installation and testing, developing training
programs for operating personnel, completing the system's
software, acquiring required hardware, generating files,
designing forms, testing the entire system, completing cut
over to the new system, documenting the system, evaluating
the MIS, and providing system maintenance.
The implementation plan should specify the subtasks
for each of these major tasks, to help the organizational
managers to assign specific responsibilities to various
individuals in the organization.
(ii) Establishing relationships among tasks: System
implementation involves a number of tasks in it, each of which
can ?gain be divided into various other subtasks. If these
tasks and subtasks are not correlated, it is very difficult to
carry out the tasks. Thus, for the better and systematic
performance of these tasks, it is essential to establish a
relationship across these tasks, on the basis of which the
organization can schedule these activities and complete the
entire system implementation process in time. Relationships
can be established with the help of Gantt chart, network
diagram, etc. A network diagram and a Gantt chart
representing the relationship among tasks in MIS
implementation are given below:
Implementation of MIS 215

Fig. 13.1: Network Diagram

1. Prepare
organisation
plans
~

~ I
2. Plan work
flow

~
3. Train
personnel I
4. Develop
computer
software
f§j I
S. Design
forms I I
6. Construct
data files

7. Operate new
system in a
parallel test
- I
D
8. Cut over to
the new
system D
9. Evaluate &
refine the
new system
I
D Scheduled 0
1 234 5 6 7 8 9 10 11 12

~completed
Fig. 13.2: Gantt Chart
216 Management Information System

(iii) Establishing a schedule: A time schedule is

prepared by the system designers by estimating the time
between events in the network. From this schedule the critical
path (longest path) is identified and the completion date is
specified, which ensures the timely completion of the work
by managers.
(iv) Preparing a cost schedule: consisting of tasks
and time details. After preparing the time schedule, the next
step is the preparation of a cost schedule, on the basis of
budgeted expenditures and funds, so that the total cost for
completing the project can be determined in advance.
(v) Establishing a reporting and control system:
It involves the reporting of the work in progress (monthly,
weekly or even day to day), reflecting the cost, time and
technical progress of the activities. Such a reporting system
helps to control the unnecessary activities that cause delay
in performance and huge expenditure in operation.
2. Acquiring Floor Space and Planning Space
Layouts
Implementation of a new system by replacing the
existing one requires additional and new facilities such as
new office, computer room, etc., and necessitates adequate
floor space and space layout. The project manager must
prepare the space layout to determine the future
requirements, and also an estimate of cost. Space planning
should consider the space to be consumed by the people,
equipment movement of people, and equipment in the
process. The number and kinds of exits storage areas, safety
factors, working conditions, etc., are also considered before
implementation.
3. Organization for Implementation
The project manager is responsible for organizing and
guiding the implementation tasks and is assigned with the
entire MIS development, implementation and maintenance.
Besides delegating the responsibilities to the line managers,
the MIS manager must ensure that the line functional
personnel have an active part in the implementation process.
4. Developing Procedures for Implementation
It is the duty of the project leader to arrange the key
personnel in the project to prepare a detailed procedure for
Implementation of MIS 217

system implementation, specifying the system segment to

be tested, the period during which the testing is conducted
the testing of the operational problems, the persons
responsible for performing the tests, the ways, in which the
tests will be conducted, and the persons responsible for
evaluating the test results. He has to approve the system
segment or to recommend the system modification.
5. Training Operating Personnel
The next step in system implementation is the
development of a program to train the operating personnel
in the organization in the new tasks assigned to them.
Intensive training should be given to the first-line supervisors
to make them acquainted with the new MIS and to enable
them to operate it in the future. Training should also provided
to the professional support personnel (like production
planners, accounting personnel, etc.) who provide inputs to
the MIS, in order to analyze them to direct others in their
jobs. Moreover, training should be provided to the operational
personnel, like computer operators, clerks, file maintenance
personnel, etc.
6. Computer-related Acquisition
It refers to the acquisition of computer peripherals and
management of automation, communication and display of
MIS design. It involves the acquisition of hardware, software,
personnel and materials. These acquisitions should be stated
at the design stage. The selection of computer and the design
of the computer system is a complex task. Since the design
should match the architecture available with the vendors.
After the design and CPU have been selected, the next step
is to decide whether to buy or lease the equipment, on the'
basis of capital expenditure analysis, and other factors like
prestige, usage, venders options and replacement schedule.
Selection of software package is the critical task in this
stage. A number of packages are available in the market.
The organization can either purchase one of them or develop
a package internally to meet the system needs. For the
development of software, the system designer used detailed
~IS design and test cases, files, etc., as inputs. During the
processing stage, the functions to be performed are: the
detailed software application deSign, coding of application,
testing of completed software package, and documentation
2J8 Management Information System

of the software. The outputs obtained in the process are

correctly operating programs and documentation for users.
Human resources also need to be acquired to suit the
needs ofthe new system. Jobs should be restricted at higher
levels by introducing automation in handling routine
procedures, and trained personnel should be appointed to
carry out the work smoothly. The organizational system
designer must prepare a chart reflecting the planning scheme
regarding the personnel and their numbers, in terms of skills
required, sources from which they are obtained, etc.
The material acquisition includes acquisition of forms
and manuals for the MIS. Computer supplies such as cards,
tapes, printout paper, etc., should be checked to place the
order in due time.
7. Developing Forms for Data Collection and
Information Dissemination
It refers to the preparation of data collection and
information dissemination formats. Such formats are required
for inputs ,outputs and also for transmission of data. The
managers responsible for each of these activities require the
specialists in the field to prepare forms for each activity, and
after the preparation, the entire package is handed over to
the manager for implementation in the system.
S. Developing Files
System files are designed in the detailed design phase.
In the implementation stage, data must be obtained and
recorded in the files to test the functioning of the system.
This requires a checklist data, format of data, format of storage
form, remarks regarding the time during which the data have
been stored, etc. A procedure for the updating of data must
be prepared. A procedure for obtaining data from the
environment should also be developed. Forms are also
prepared for the analyses and storage of data in the computer.
9. Testing System
The implemented system and its subsystem as re-tested
to ensure that they function according to the procedure and
specifications developed, enable the system to achieve its
objectives, and contribute to the efficiency of the organization.
The tests include components tests, subsystem tests, and
total system acceptance test. Components include old or new
Implementation of MIS 219

equipment, new forms, new software package, new data

collection methods, new work procedure and new reporting
formats. In the component test, the components of a system
are individually tested for their accuracy, range of inputs,
frequency of inputs, operating conditions, human factor
reliability, etc. Subsystem testing involves verification of
multiple inputs, complex logical systems, interaction of
humans and equipment, interfaces of systems and timing
aspects of subsystems.
10. Cut Over
It refers to the replacement of old components with
new ones or the old system with a new system, and involves
physical transfer of files, rearrangement of office furniture,
movement of people and workstations, etc. Even though the
components and subsystem are tested, sometimes problems
arise in subsystems owing to the lack of training on the part
of the operating personnel. Since they are placed in a new
environment of procedures, techniques, processes and co-
workers, it is quite natural to have some confusion and certain
problems, which are technically called 'bugs'. Thus, it is
essential to solve these' bugs' and to smoothen the operation
of the system. Another important problem is that some
employees are reluctant to adopt change and hence use old
procedures in their work and keep secret files and perform
old procedures side by side with the new. Such lack of
confidence in the new system and reluctance to accept change
are to be detected and ruled out.
The method used to overcome these kinds of bugs in
the operation of the new system is called 'debugging'. It
involves improvement in programs, change in formats,
transfer of employees to appropriate jobs in the system, etc.
11. Documenting the System
Documentation of MIS refers to the development of
written reports, describing the purpose, scope, information
flow components, and operating procedures regarding the
system. It helps the system in the replacement of subsystems,
interfacing with other systems, training the new operating
personnel, and also in the evaluation and upgrading of the
system. Documentation of a computer based information
system involves the documentation of software development
programs, files, input and output formats, and the codes used.
220 Management Information System

Master files should also be documented for entering,

processing and retrieving data.
12. Evaluation of MIS
After documentation, the information system needs to
be evaluated on the basis of the system performance. MIS
evaluation includes evaluation of each step in the system
design and its contribution to the total system. MIS evaluation
should be made by the customer as well as by the system
designer. Moreover, financial experts should evaluate the
system in terms of its actual and planned cost design,
implementation and operation, and it should facilitate the
identification of cost savings and increased profits owing to
the introduction of MIS. While making an evaluation, the
system designer must consider the system integrity, operating
integrity, internal integrity, and procedural integrity of the
system.
13. Operation and Maintenance
If the operation of the system is very good and if it
seems to be operating without any problem, then it becomes
an information processing production function, requiring the
approval by the user as well as the approval of the system
operation and maintenance groups that the system meets
the required standard for its maintenance. After the
documentation, if any changes are introduced in the system,
it is referred to as maintenance of the system. Maintenance
may be either repairs or enhancements. Repairs are needed
for incomplete and incorrect coding, which renders the system
defective, and enhancement refers to the improvements made
on the eXisting system. Normally, repairs are needed in the
initial period of operation, while the later maintenance
activities are described as enhancement activities.
The maintenance of MIS is closely related to the control
of MIS. It is an ongoing activity that keeps the information
system at the highest levels of effectiveness and efficiency,
within the cost constraints, and is directed towards reduction
in errors due to design, environmental changes and
improvement in the scope and services of the system. The
maintenance activities may be emergency maintenance,
routine maintenance, requests for special reports, and system
improvements. Maintenance may be applied to changes in
policy statements, changes in reports received by a new
Implementation of MIS 221

manager, changes in forms, changes in operating systems,

changes in procedures, changes in hardware and its
configuration, software modification or additions, system
controls and security needs, and changes in inputs from the
environment.
The responsibility for system maintenance should be
assigned to the supervisor and a team of system analysts,
programmers, forms speCialists; and computer experts. The
maintenance activity is initiated by error reports, users,
change request, reports from maintenance team members
or from company management. Detailed planning is required
for system maintenance, which involves four important steps,
such as: logging of all written requests for system change,
assigning priorities to the request on the basis of urgency,
benefits time and resources required, etc., preparing annual
and short-range plans, and finally documenting the
maintenance adopted.
The important threats to system maintenance can be
summarized as: lack of maintenance plan, lack of resources
for maintenance, lack of interest and commitment on the
part of system management, lack of user understanding and
co-operation, inadequacy of documentation, and lack of
qualified personnel.
14. Post-Audit
It is a part of system development cycle and includes
the review of the system after its operation for a specific
period (normally one year). Post audit refers to the review of
the operation, cost and benefits, application, etc. of the MIS,
by an audit term consisting of users, development,
maintenance and operating personnel, who make
recommendations for dropping repairing or enhancing the
system applications and provide suggestions for improvement
in the system.
Auditors are independent evaluators, either independent
or internal. Independent auditors are external auditors who
certify the fairness of financial statements on the basis of
evidence obtained and checked by them. They can rely on
the internal control system prevailing in the organization. If
auditing is conducted with the help of computer systems the
process of evaluation of the system includes the initial
assessment of the role of computer in data processing and
222 Management Information System

also in the preparation of financial records, review of internal

control in computer data processing, compliance tests of
controls, and evaluation of the reliance on EDP control and
decision. Such evaluation provides evidence for making
judgments about the financial statements of the organizational
system.
Internal auditors are employees of the organization,
usually assigned with the task of reporting to the managers
about the accuracy and fairness of books of accounts
maintained by the organization. They frequently test the EDP
system in the organization and speak about the
appropriateness of the software package used. They also
participate in post-audit by making evaluations of applications
and testing of security and back-up procedures.
The post-audit evaluation of MIS includes technical,
operational and economic evaluations. The important methods
of assessing the system are: observation of the relevance of
the system to specified tasks, determination of user willingness
to pay for system capabilities, determination of logs of
voluntary system usage, and measures of user information
satisfaction. Auditors can have an important role in the control
and quality maintenance of an information system, and can
also perform advisory services to the management regarding
the information system.
Conclusion
Implementation of MIS is a process of organizational
change where the system passes through stages such as
unfreezing-which increases the receptivity of the organization
to change, moving - which follows a selected course of action,
and freezing - which compels an equilibrium in the
organization after change. For the successful implementation
of an MIS, special attention should be given to the
commitment to changes and to ascertain that the project is
well defined and plans are well specified. An important
approach to system implementation is the socio technical
approach, where systems are implemented only after a
thorough diagnosis of the organizational setting in which the
system will be used. Understanding of the structure of
relationship between users and designers is critical to the
implementation of an MIS. DeSign and implementation of MIS
are closely related to each other.
Implementation of MIS 223

Exercise
Short Answer Questions
1. What do you mean by system implementation?
2. Write short note on post-audit.
3. Explain planning in relation to implementation procedures.
4. What are the tools for establishing relationships among tasks
in system implementation.
5. Explain testing of the system.
Essay Questions
1. Explain the steps involved in system implementation.
2. Discuss the organizational aspects in system implementation.
3. Explain in detail, the concept of post audit and its significance
in system implementation.